Loading...
HomeMy WebLinkAbout04. 2019 New Signature Event Framework FAQ FINALSeptember 24, 2018 1 | Page New Signature Event Framework FAQ Criteria for Signature Events: Signature Events • Established events that take place over multiple days and/or weeks • Strong Vail Brand identity • Drive overnight visitation • Promotion and marketing reach through local, regional, national and international media exposure • Several of these events receive funding from the Town Council. Post event review and evaluation will be overseen by the CSE What is the goal of this framework? To expedite and facilitate event funding requests for potential signature events that fall outside of the regular CSE funding cycle and/or outside of the CSE budget. The creation of this framework is to address those events that represent unforeseen opportunities that may not fall into the Town of Vail funding cycle. Previous events that have fallen into this category include the Pro Cycling Challenge, the Burton USO Championships, 2015 World Alpine Ski Championships. Signature Event Applications: Beginning in 2019, the Council Contribution signature event application will mirror the CSE funding application. This will provide Town Council, CSE, and Staff the opportunity to evaluate all events with the same criteria, questions, and goals. CSE Review of New Signature Events: The CSE has extensive expertise with creating and implementing a special event strategy for the Town of Vail. Beginning in 2019, the CSE will review new signature event applications the same way they review CSE event funding applications. The CSE does not allocate funding to these new signature events; rather the CSE provides their recommendation to Town Council. The Town Council ultimately has the authority to decide the funding amount for new signature events as a part of the annual Council Contribution budget process. The CSE will interview the new signature event producer(s) at a regular monthly CSE meeting. Event producers will be granted 10 minutes to pitch their event and receive questions from the CSE. The CSE will score the event based on the current CSE event funding scorecards for the Community, Recreation and Cultural and Education and Enrichment categories. After reconciliation of the CSE members’ scores, the CSE will provide a recommendation to Town Council. FAQ: September 24, 2018 2 | Page • When should the producer apply for this funding? Ideally in May for the same year funding and in June for the following year. • How often are applications submitted? For annual funding, every odd year. (Is this correct?) • If an event applies through the Signature Event framework and is funded by the Town Council, the event will be reevaluated annually for funding. • Can existing events apply to this category? Possibly, contact the Economic Development Team • Is there a dollar threshold for the request? The requests should be for events that are supported with town funding of $100K or more. • Who is the first point of contact to discuss event concept, operations, timing and location? The Economic Development team. • Who is the main point of contact to receive applications? The Economic Development Team. • Which application does the event producer need to submit? Council Contribution application • Is the producer still required to follow all CSE processes? Yes • Does the event producer still need to submit an event permit? Yes, when applicable • If an event is funded in this category, will in-kind be granted in addition to their funding? In kind contributions may be considered if requested as a part of the review process. • If the event producer applies to the Council/Signature category and get turned down, can they apply to the CSE? Yes • Can the event producer apply to Town Council and CSE simultaneously? No • Who comprises the committee that makes recommendations to council for the funding request? Town of Vail Staff, CSE and Council representatives • What groups does the event producer have to appear before? The CSE • If the event is funded, who will pay the cost for the event economic impact survey? The event producer • What is the timing for review of an application? This varies based on scope of request and event. If the event is funded by Town Council as a signature event, the funding decision is made with the annual budget ordinance, typically in November of each year. How soon after the application is approved can the funding be paid out? Funding will be paid out in three installments beginning in the town’s budget year in which the event was granted. For example, if the new event was funded as part of the normal budget cycle in November, the earliest / first payment can be expected in early the following September 24, 2018 3 | Page February coinciding with the signing of the event agreement with the town and accompanied by required documentation.